Receptionist and Admin Assistant

EP Engineering Sdn bhd; Kuala Lumpur; On-site; MYR 30,000 - 40,000; Full time

Job summary

A leading engineering firm located in Kuala Lumpur is seeking an administrative professional to assist in managing various office services. The ideal candidate will be responsible for tasks such as monitoring contracts, processing invoices, supporting business travel arrangements, and supervising office activities. Strong organizational and communication skills are essential. This role is crucial for ensuring that administrative functions align with company policies and operational needs.

Responsibilities

• Assist the HR Administrative Executive in managing and delivering general administrative office services.
• Issuing new MSR, Release Orders, Work Orders and processing invoices.
• Monitoring contract ACV and expiry dates in the NAVA Procurement system.
• Ensuring timely renewal of contracts prior to their expiry.
• Monitoring budgets utilisation and preparing monthly reports.
• Ensure timely servicing and maintenance of office electrical appliances.
• Support other departments with business travel arrangements.
• Coordinate and arrange appointments for employees offshore medical check-ups.
• Liaising with the vendors/suppliers.
• Supervise the daily activities of the office Tea Lady and Cleaner.
• Perform front office reception duties.
• Manage daily incoming and outgoing calls and correspondences.
• Coordinate meeting rooms bookings.

Job description

Responsibilities

• Assist the HR Administrative Executive in managing and delivering general administrative office services.
• Issuing new MSR, Release Orders, Work Orders and processing invoices.
• Monitoring contract ACV and expiry dates in the NAVA Procurement system.
• Ensuring timely renewal of contracts prior to their expiry, including preparing the scope of work/services and cost estimate.
• Monitoring budgets utilisation and preparing monthly reports in accordance to company policies and procedures.
• Ensure timely servicing and maintenance of the companys office electrical appliances, such as coffee machines, air-conditionings, water dispensers.
• Support other departments with business travel arrangements, including transportation and hotel bookings.
• Coordinate and arrange appointments for employees offshore medical check-ups and safety trainings for the company.
• Liaising with the vendors/suppliers.
• Supervise the daily activities of the office Tea Lady and Cleaner.
• Perform front office reception duties that reflect a professional image aligned with company vision and mission.
• Manage daily incoming and outgoing calls, correspondences and courier service coordination.
• Coordinate meeting rooms bookings to ensure proper scheduling and ensure that the meeting rooms are cleaned and tidied after each use.
• Work Based Kuala Lumpur.